Authorization letter (guide + samples)

This post covers an authorization letter

You are now in a situation in which you are unable to act due to an unavoidable circumstance, and circumstances necessitate authorizing someone to act on your behalf.

How do you go about it?  want to call and say ‘hello John, can you just go there and act on my behalf?’

Nope! you may only do that if you ask him to go to the party for you but in a very serious issue?  you have to write an authorization letter.

An authorization letter is a wonderful legal instrument that you can use to delegate your legal capacity to someone to act on your behalf.

The most wonderful aspect of authorization letters is that they can be used everywhere.-academic institutions, health institutions, financial institutions, etc.

Here I will guide you in every important aspect of the authorization letter, including;

  • What is an authorization letter?
  • How do you write an effective authorization letter?

in addition to that, I will also share with you

  • authorization letter format
  • authorization letter template
  • authorization letter sample
  • notarized authorization letter sample
  • authorization letter sample to travel with a minor

Let’s get started

What is an authorization letter?

An authorization letter is a brief statement of facts written by a person in order to legally delegate his or her legal capacity to someone else to act on his or her behalf.

Someone of your choice, a wife, co-worker, a boss, etc. will be able to present an authorization letter to numerous institutions (hospitals, schools, federal agencies, realtors, etc) and claim that he/she has been duly authorized by you to act on your behalf, and of course, it is only through that letter, he/she will be allowed do to that.

I believe the following example will help to clarify the idea.

Suppose you are holding a Saving Account in a Bank and you have an emergency business trip, at the same time you need to collect a checkbook and fixed deposit certificate from the bank.

My friend (I’m sorry if you are not), in that situation you need an authorization letter to make allow you to play both parts.

You may write an authorization letter to your bank to authorize your spouse (if you are not married, use a family member) to collect a checkbook and fixed deposit certificate on your behalf.

Apart from business issues, an authorization letter is also useful in casual stuff.

For example, you may use an authorization letter to authorize a person to travel with your children. (you will see a sample of this kind of letter later)

How do you write an effective authorization letter?

An authorization letter is written in business letter format. Begin your letter with your address and contact information, followed by a date and the recipient’s address, write ‘to whom it may concern’ if the recipient is unknown, salute the recipient, and begin your letter by indicating that you are writing to authorize someone (mention his/her name] to act on your behalf concerning [mention the undertakings]. Make sure to include the duration of your authorization. Sign off with “Sincerely,” followed by your signature and name.

REMEMBER! the primary purpose of your authorization letter is to delegate your legal capacity to another person.

So, in order to write an effective authorization letter, do the following;

  • Include your name and contact information
  • Include the date of the letter
  • Include the recipient’s address if known
  • Provide the full legal name and ID number of the person you authorize to act on your behalf
  • Clearly specify the things that the person you authorized will do.
  • Specify the things that the person you authorized is not supposed to do.
  • Specify the duration of your authorization.
  • Notarize your letter for authenticity
  • Be simple and straightforward
  • Maintain a professional tone
  • Be honest

Authorization letter format

The following is the format for your Authorization letter:

  • Your Address
  • Date
  • Recipient address/ To whom it may concern
  • Subject line
  • Salutation
  • [opening paragraph]- A statement that you are writing to authorize someone to act on your behalf plus dates of authorization
  • [body paragraphs]- Explain the authorized and non-authorized actions, other terms, and conditions
  • [closing paragraphs] – Provide avenue for further questions
  • Sincerely
  • name and signature

Authorization letter template

The following is the Authorization letter template

Your Name
Your Address
City, State, Zip Code
phone
email

DATE

Recipient Name
Street Address
City, ST  ZIP Code

Re: Authorization letter to [specity the authorized action]

Dear [Recipient’s last name]

I, [your name] do hereby authorize [name of the authorized person] with the ID number [authorized person ID number] to act on my behalf concerning my [mention the object, for example, bank account, business, etc.] from [start date] to [end date].

The authorized person may

  1. [activity one]
  2. [activity two]
  3. [activity three]

The authorized person is not allowed to

  1. [forbidden act 1]
  2. [forbidden act 2]
  3. [forbidden act 3]

The authorization is subject to the following terms and conditions

  1. [term 1]
  2. [term 2]
  3. [term 3]

You can contact me in case you require any clarification.

Sincerely,

[Your Signature]
[Your name]

Authorization letter sample

The following is the Authorization letter sample.

John Frank
1oo, City Avenue
Frisco, TX 75005
555-101-1111
john.frank@email.com

DATE

Recipient Name
Street Address
City, ST  ZIP Code

Re: Authorization letter to collect the documents

Dear [Recipient’s last name]

I, John Frank do hereby authorize Jane Frank, my wife with the Driving license number [123456789] to act on my behalf concerning my car registration from 01/10/20… until the completion of my car registration process.

The authorized person may

  1. Submit all necessary documents for care registration
  2. Collect my Car Registration documentation

The authorized person is not allowed to transfer the documentation to any person or institution.

The authorization is subject to the following terms and conditions

  1. This authorization will be termed to automatically terminate upon the completion of registration processes.

You can contact me in case you require any clarification.

Sincerely,

[Your Signature]
John Frank

Notarized authorization letter sample

The following is the Notarized authorization letter sample.

James Blair
103 Downtown Drive
Rowlette, TX 75038
555-101-1111
jamesblair@email.com

DATE

Recipient Name
Street Address
City, ST  ZIP Code

Re: Notarized Letter of authorization to sign documents

Dear [Recipient’s last name]

I, James Blair, hereby authorize Isack Stevenson to sign all documents pertaining to my new business on my behalf. Any and all acts performed on my behalf in the name of the Isack Stevenson shall have the same effect as acts performed by me.

Sincerely,

[Your Signature]
James Blair

On [Date], James Blair, appeared before me, [Notaries Name], Notary Public, personally appeared before me and proved to me based on satisfactory evidence to the person(s) whose name(s) is subscribed to be within this instrument and acknowledge to me that he executed this document in his authorized capacities and by his signatures on this instrument the person(s), executed this instrument.

I certify under penalty of perjury under the laws of in the state of [Name of State] that the foregoing paragraphs are true and correct.

[Notary Seal]

[Signature]

[Print Name]

Authorization letter sample to travel with a minor

Isack & Grace John
1903 Dallas Drive
Rowlette, TX 75030

01, January 20..

To Whom it may concern

We, Isack & Grace John, the biological parents of Leah John (minor), do hereby authorize, Jane Smith, Leah’s teacher, with the ID number [123456789] to travel with our daughter on [ Date ] and come home on [ Date ] to New York to see a Broadway show with her high school acting class.

If you have any queries about this consent, please contact us at:

Isack John: +1 (198) 111-1111, ​IsackJohn@email.com
Grace John: +1 (198) 111-11112, HellenJohn@email.com

Thank you for your kind consideration in this matter.

Sincerely,

Isack John                                          Hellen John
[​Signature​]                                            [​Signature​]

On [Date], Isack John, appeared before me, [Notaries Name], Notary Public, personally appeared before me and proved to me based on satisfactory evidence to the person(s) whose name(s) is subscribed to be within this instrument and acknowledge to me that he executed this document in his authorized capacities and by his signatures on this instrument the person(s), executed this instrument.

I certify under penalty of perjury under the laws of in the state of [Name of State] that the foregoing paragraphs are true and correct.

[Notary Seal]

[Signature]

[Print Name]

On [Date], Hellen John, appeared before me, [Notaries Name], Notary Public, personally appeared before me and proved to me based on satisfactory evidence to the person(s) whose name(s) is subscribed to be within this instrument and acknowledge to me that he executed this document in his authorized capacities and by his signatures on this instrument the person(s), executed this instrument.

I certify under penalty of perjury under the laws of in the state of [Name of State] that the foregoing paragraphs are true and correct.

[Notary Seal]

[Signature]

[Print Name]

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Isack Kimaro

Editor-in-chief and founder of sherianajamii.com. Holder of Bachelor of Laws (LL.B) and Post Graduate Diploma in Legal Practice. Lawyer by profession and blogger by passion.

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